Proper Ways to Draft a Thanks for the Confirmation Message

Accurate information is essential in business emails and conversations with…

Accurate information is essential in business emails and conversations with clients and colleagues.

Without it, resolving support tickets, closing sales, or understanding what a customer wants is impossible. Communication can break down entirely due to a lack of accurate information.

That’s why we need to double-check information anytime we have doubts. Sending a “thank you for confirming” email after receiving a reply from the other party indicates that they have addressed our concerns and we are ready to go on to the next round of communication.

We address areas of specializations where a thank you for the confirmation message is essential and factors to note when sending one.

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Photo by Wilhelm Gunkel on Unsplash

Instances Where Thanks for the Confirmation is Important

When was the last time you replied to an email with, “thanks for the confirmation.” See the list of examples below for when this phrase is most beneficial.

1. Customer Service Field

Confirming information or the customer’s desires is essential in customer service. For instance, customers may have trouble finding the correct words to convey their issues.

The support staff’s job is to gently pry the information out of the customer by asking pertinent questions. The agent can quickly and politely say, “thank you for confirming,” after receiving the necessary information. After that, they’ll be able to start working on the customer’s issue.

Even if you have bad news concerning their order, showing gratitude for their confirmation is polite and will leave a positive impression.

2. Sales Field

Reps in the field will have to constantly clarify details with consumers and express gratitude when they do so. It is a crucial part of the sales process when communicating with potential customers via email.

For example, sales reps often handle sensitive information such as credit card details and personal contact information. It’s best practice to verify these specifics before moving through with a purchase, refund, or service.

Salespeople need to verify information, such as the customer’s spending limit. A vital issue like this can make or destroy a deal. To avoid making a mistake or initiating a process the customer didn’t request, the sales professional must double-check such details.

The salesperson confirms all pertinent details with the buyer, sends the buyer a thank you confirmation message and move on to the next phase.

3. Workplace Correspondence

Communication between professionals via email is vital to a company and its customers.

When communicating via email with your colleagues or your superior, it’s a good idea to double-check any details you’re unsure of. It ensures there is less discord and more harmony among teams and individuals.

Be ready to write “thanks for the confirmation” into many of your emails to coworkers and industry colleagues.

Factors to Note When Sending a Thanks for the Confirmation Message

Thank you for the confirmation emails are easy to write. There are three things to remember to writing your confirmation email.

1. Restate the verified data

Although it may seem unnecessary, it is wise to restate the information that you have confirmed. By documenting your understanding of what the other person stated in an email thread, you can avoid any future misunderstandings.

Furthermore, it allows the receiver to change their mind or provide additional helpful information. Restating the facts word for word is unnecessary.

2. Share your intentions for the verified data

After you’ve expressed gratitude to the other party for verifying details, what steps do you plan to take next? Tell the receiver.

A consumer who contacts you wants to know what you’re going to do to help them. When working with professionals, it’s essential to keep them “in the loop.” Do this especially if your actions will have an impact on or influence the decisions they make.

That’s why it’s courteous and productive to say something like “thank you for confirming” before announcing your next move. 

3. Request for additional verification

If additional verification is required, please request it. What if the other party doesn’t give you the reassurance you need? It’s acceptable to seek clarification in this instance.

Perhaps the other party didn’t read your entire email, or maybe they did but forgot to respond to parts of your inquiries.

Expressing gratitude for their affirmation is a subtle approach to another confirmation request.

Conclusion

Sending a thanks for confirmation note of any type is easy, but you have a number of options when sending one.

Failure to send a thank you for confirmation can cause for a number of consequences, not just for you, but for the recipient as well. That is why it is essential that you are able to understand and apply this process to your own desired confirmation.

Proper Ways to Draft a Thanks for the Confirmation Message

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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